PSIRA Inspections: What Inspectors Check and How to Prepare

Who are PSIRA inspectors, and what powers do they have?

PSIRA inspectors are staff of the Authority appointed under section 31 of the Act, working under the direction of PSIRA's director. Section 34 lets them enter premises without notice, search for and copy records, use your computers, question managers and seize evidence. Members of SAPS have the same powers (section 34(5)).

At any reasonable time, an inspector may:

• Enter premises where a security service is rendered, without prior notice (section 34(1)(a)).
• Use computers on the premises and require help to print records (section 34(1)(c)).
• Question managers and staff, and demand records for any period (section 34(1)(d)).
• Search for records and open rooms, safes or cabinets (section 34(1)(e) and (f)).
• Copy records, or seize evidence against a receipt (section 34(1)(h)).

Inspectors must show their certificate of appointment, which carries a photograph, on request (section 31(4); regulation 9(3)). They may bring an assistant, an interpreter or a SAPS member (section 31(7)). Pretending to be an inspector is an offence (section 38(1)(a)).

How does a PSIRA inspection work?

A compliance inspection can happen without warning. Section 34(1)(a) lets an inspector enter at any reasonable time without prior notice, at your office or at a site where your officers work. Inspections linked to an application, such as for registration or training accreditation, are usually arranged in advance. Every inspection ends with a written report.

Section 33(1) covers security service providers and anyone who employs a security officer, including companies with in-house guards.

Office and site

At the office, the inspector works through the prescribed records kept there (regulation 10(2)(a)). On site, officers must carry their PSIRA certificate of identification and produce it when asked (regulation 9(5)).

Self-assessment

In 2021, PSIRA introduced an Industry Compliance Self-Assessment, which is mandatory once you are invited. Its guideline says physical inspections continue, focused on non-compliant providers.

What do PSIRA inspectors check?

Inspectors check that the business, its directors and its officers are registered, that fees are paid, that prescribed records are complete and current, and that officers on site carry PSIRA identification and wear compliant uniforms. PSIRA's self-assessment inspection report lists these areas:

• Office: you still operate from the registered address, and changes were reported within 10 days (regulation 8(1)(a)).
• Fees and fines: annual fees paid up and no fines outstanding.
• Documents and adverts: the registered name, registration number and registration wording on the front (regulation 12(1)).
• Uniforms: two badges with the business name, a badge with the officer's name and PSIRA number, and nothing resembling a SAPS or SANDF uniform (regulation 13(3)).
• Firearms: legal authority for each firearm (regulation 10(7)(j)) and competency certificates for armed officers.
• Employment: wages and hours, and registration with UIF, the Compensation Commissioner, the provident fund and the bargaining council.

Which documents should you have ready for a PSIRA inspection?

Keep the records listed in regulation 10(7) of the Private Security Industry Regulations, 2002 at your administrative office. Section 34(1)(d) of the Act lets inspectors ask for most of them by name, for any period they choose. The table lists each record with its legal basis.

Inspectors can also ask for any other records about your security activities (section 34(1)(d)(ii)), so keep OBs, patrol records and incident reports in order too.

How long must PSIRA records be kept?

Keep the originals for at least four years from the date each record was created, at your administrative office, unless another law or PSIRA's director requires longer (regulation 10(2)). Update records within seven days of a change (regulation 10(3)). Financial records must be kept for at least three years from each transaction (Code of Conduct, regulation 6(10)).

Electronic records are allowed, with a dated back-up on each day a record changes (regulation 10(4)). Failing to keep, update or back up records is an offence (regulation 10(8)).

The regulations do not name the occurrence book. It is a record of how your service was rendered, so the safe course is to keep OBs for four years as well.

How do you prepare for a PSIRA inspection?

Run your own inspection first. Pick a date, use PSIRA's self-assessment report as your script, and check registrations, the office, a sample month of records and at least one site as an inspector would. Fix what you find, record who fixed it and when, and brief managers on how to receive an inspector.

1. 1. Name a compliance officer

   One person is responsible for inspections and for dealing with PSIRA. PSIRA's self-assessment guideline asks businesses to appoint one.

2. 2. Check registrations

   The business certificate is current, and every director and rostered officer is registered.

3. 3. Trace one officer through one month

   Follow one officer through last month's posting sheets, attendance register, payslip and wage register. Dates, hours and sites should agree.

4. 4. Check the office and paperwork

   Four years of records are filed at the administrative office, the address matches PSIRA's register, and letterheads carry the registration details.

5. 5. Walk a site without warning

   Officers carry PSIRA cards, uniforms have the required badges, the OB is current, and the posting sheet matches who is on duty.

6. 6. Close the gaps in writing

   Give each finding an owner and a due date, and file the list.

When an inspector arrives

• Ask to see the certificate of appointment (section 31(4)).
• Co-operate and answer truthfully. The Code requires it (regulation 6), and refusing a request or giving false information is an offence (section 38(2)).
• Get a receipt for anything removed (section 34(1)(h)).
• Ask for your copy of the report (section 33(2)) and record the visit in the site OB.

What happens after a PSIRA inspection?

The inspector writes a report, gives you a copy and sends the original to PSIRA's director (section 33(2)). If it shows contraventions, PSIRA can charge the business with improper conduct under the Code of Conduct, which can lead to a fine of up to R1 million, suspension or withdrawal of registration. Some failures are also criminal offences.

Improper conduct proceedings

Any contravention of the Act, the Levies Act or the Code is improper conduct, and each is a separate count (Code regulation 24). Under the Improper Conduct Enquiries Regulations, 2003, as amended in 2016:

1. The director checks the charge for prima facie evidence, and a prosecutor serves a charge sheet and summons (regulation 3).
2. You may plead guilty by affidavit, make submissions or negotiate a settlement (regulations 3(4) and 4).
3. The enquiry is at least 20 days after the summons unless you agree. You may be represented, call witnesses and cross-examine (regulation 3(5B) and (6)).

Penalties

Regulation 25 of the Code, as amended in 2016, allows a warning or reprimand, suspension of registration for up to 12 months, withdrawal of registration or of training accreditation, a fine of up to R1 000 000, and publication or endorsement of the conviction, alone or combined. A repeat offender's fine must be at least the total of its earlier fines, unless that would be unjust (regulation 25(4)).

Criminal offences and suspension

• Obstructing an inspector, refusing a section 34 request or giving false information: a fine or up to five years' imprisonment (section 38(1) and (2)).
• Not keeping prescribed records: a fine or up to 24 months' imprisonment (section 38(3)(d)).
• With a prima facie case of improper conduct, PSIRA may suspend registration while it investigates (section 26(1)).

Appeals

You can appeal against a finding or penalty within 60 days of being notified, to an appeal committee appointed by the Minister (section 30).

How do digital records help at inspection time?

They do not replace the regulation 10 registers, but they make site records easier to produce and harder to dispute. Each entry carries the time it was made, and records can be filtered and exported from one place. In Worxit:

• Occurrence Logs timestamps and GPS-tags each OB entry, with photos, video, audio notes and signatures, and exports to Excel or PDF.
• Guard Patrol records each NFC checkpoint scan against the patrol schedule and flags missed patrols.
• Time & Attendance records facial-recognition or NFC clock-ins and reports time worked by location.

For writing entries an inspector can rely on, read What Is an OB Book? How to Write OB Entries.

Frequently asked questions

Sources

Read on 17 October 2026. General information, not legal advice: confirm the current text with PSIRA or a legal adviser.

• Private Security Industry Regulation Act 56 of 2001. gov.za. Sections 20, 25, 26, 30, 31, 33, 34 and 38.
• PSIRA Act, Regulations and Code of Conduct (compilation). PSIRA. Regulations, 2002 (regulations 8, 9, 10, 12 and 13); Improper Conduct Enquiries Regulations, 2003.
• Code of Conduct for Security Service Providers, 2003. PSIRA. Regulations 6, 9 and 24.
• Amendments to the Code of Conduct and Improper Conduct Regulations, 2016. PSIRA. Gazette 40116: Code regulation 25; enquiry regulations 3 and 4.
• PSIRA Business Self-Assessment Inspection Report. PSIRA.
• Guidelines to the Industry Compliance Self-Assessment. PSIRA.